Responsibilities
Provides assistance in the planning and implementation of a variety of communication documents and maintains the calendar of the Chief of Staff, including the arrangements of appointments and meetings.
Assists in the coordination of the work of the Executive Office; monitors status of activities; takes necessary action to ensure documents are completed and submitted to relevant parties for approval.
Assists in the preparation and approval of documents and reviews and coordinates their submissions and clearance process, provides assistance in the interpretation of guidelines ensuring that requisite information is included and justified; proposed adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
Assists in the monitoring and evaluation of programmes or projects; categorizes, updates, tracks and analyses data related to respective area of work, carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; and ensures necessary approval and entry in an automated database, i.e. “Digital Workspace”.
Drafts correspondence and information summaries and coordinates with UNEP units on finalization and dissemination of report and documents.
Supports the implementation of activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to operational implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
Prepares input for the automated database, i.e. “Digital Workspace”, and cooperates with respective units in the collection of information; maintains and updates files; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
Drafts non-substantive and routine correspondence and compiles information from a wide variety of information sources and from different UNEP units related to EO-owned business processes.
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Assists with visualizations and updating information material such as web pages or brochures.
Provides guidance and training to new/junior staff. Performs other duties as assigned.
Competencies
Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.
Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources.
Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Supplementary training in administration, general office support or other relevant fields is desirable.
Work Experience
A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.
The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
Experience with administrative policies and procedures in international organizations is required.
Experience supporting a senior official in administrative servicing of conferences or high-level meetings, including scheduling and travel arrangements is required.
Experience working in a Front Office and supporting senior level managers in an international organization is desirable.
Experience in liaising and coordinating with various organizational units is desirable.
Working experience in computer applications is desirable.
One year or more of experience in data analytics or related area is desirable.
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